Orientation Week and Employment Start Date

Orientation Week is scheduled based upon program requirements and/or visa restrictions.  Orientation Week includes mandatory activities as defined by both your program and the GME office, scheduled during the week preceding your academic start date.  Please refer to your email communications from your program and the GME office for specifics.

Orientation Week Start Dates (unless communicated differently by your program or GME Office):

• For trainees with an Academic Start Date of 6/24/2025, Orientation Week starts on 6/16/2025.

• For trainees with an Academic Start Date of 7/1/2025, Orientation Week starts on 6/23/2025.

Note:  Your Orientation Week start date will be considered your employment start date, AKA your official start/hire date, and you will be expected to be available for all scheduled activities

GME/Hospital Orientation Day

Save the Date – GME Orientation (Virtual)

GME/Hospital Orientation Day - For June 24th Starts

• • *SAVE THE DATE:  Monday, June 23, 2025*

  • Time: 8:00 AM - 4:00 PM (Central Time)

  • Location: Virtually via Zoom

  • **The GME Office will email all incoming residents when the agenda and virtual link become available.

  • Please check periodically for a link with the agenda and Zoom details.

GME/Hospital Orientation Day - For July 1 Starts

• *SAVE THE DATE:  Monday, June 30, 2025*

• Time: 8:00 AM - 4:00 PM (Central Time)

• Location: Virtually via Zoom

• **The GME Office will email all incoming residents when the agenda and virtual link become available.

• Please check periodically for a link with the agenda and Zoom details.

Hospital New Employee Orientation Day (NEO) - For Starts After July 1st

• Trainees starting after July 1, 2025, will need to work with their Program Coordinator to register for a UIH Hospital New Employee Orientation session.

• You MUST ATTEND a New Employee Orientation Session within 30 days of your start date.

Checklist of Tasks (with Deadlines)

Adhering to the specified steps and deadlines is crucial for a smooth onboarding process.  Timely completion ensures an on-time start to your residency or fellowship, prompt issuance of your first paycheck, and full functionality as a resident or fellow, including EMR access, prescribing medications, and entering orders.

Items to be completed by March 28, 2025

• Sign into your New Innovations account.

• Enter Demographics, personal email (not school email or email used for match), U.S.-issued Social Security Number, Signed copy of Social Security Card, copy of Medical School Diploma (send upon receipt), and other critical information listed in the New Innovations Onboarding Checklist.

• Apply for or update NPI number

Items to be completed between April 4 and April 18, 2025

• Complete and Consent to email request for UI Health Background Check and Prior Sexual Misconduct.  Click here for additional instructions/information.  The link with the token to authorize your consent EXPIRES WITHIN 5 DAYS of the email.

Items to be completed by April 18, 2025

• Fully Executed/Signed (Resident/Fellow, Program Director, and DIO) Resident/Fellow Agreement

• CA-MED Form – Receive your completed CA-MED form to include with your new, extension, or transferred Temporary (125) Illinois Medical License Application

• You will receive a UI New Hire email from noreply@uillinois.edu (subject line: “UI New Hire Log ID for [your name]”) with your login credentials requesting that you complete your employment forms.  Failure to complete and submit your employment forms (i.e. My Profile, Withholding Allowance (W4), Direct Deposit, etc.) immediately may result in a delay of your first paycheck. 

  • • Within 5 days, follow the link and instructions to claim your NetID.

• I-9 Section 1 - Employment Eligibility Verification Form

Items to be completed by April 25, 2025

• Apply for Illinois medical/dental license

• Submit any current AHA certifications (BLS, ACLS, PALS, NRP) – New Innovations checklist

• Jesse Brown Veterans Affairs (JBVA) Items - If your program rotates at the JBVA, you will receive a separate checklist via New Innovations containing instructions regarding the onboarding process for that institution.  You will additionally receive an application invitation from JBVA (mmvi.system@va.gov).  For more information regarding the JBVA onboarding, please contact your program coordinator and CHS_Trainee@va.gov.

Items to be completed by May 9, 2025

• Setup UIC Duo Security

Items to be completed by May 23, 2025

• If you have not CONSENTED to your Criminal Background Check (email from noreply@hireright.com, Email authorization expires within 5-days of receipt of email!) OR received a confirmation of Criminal Background Check Clearance, please contact your GME HR contact personnel.

• Schedule Health Screening via your program coordinator (Health Screening appointment should be scheduled no earlier than 60 days and no later than 14 days before your start date.

• *For those who are residing in the Chicago metropolitan area, please consider scheduling your screening for late April/early May to allow later June slots for those who live out of state.

Items to be completed by Individual’s Start Date

• View and complete online Epic training in Empowers.

• Contact your program coordinator to ensure you have been scheduled for a Resident Procedural Skills Assessment (RPSA) - Only for all incoming PGY1 and PGY2 residents. Please click on the following link to read the instructions prior to attending your RPSA.

• Submit your PECOS (Medicare) upon issuance of Illinois Medical License (refer to New Innovations Checklist for Instructions)

  • • If you fail to register, pharmacies will not recognize you as a prescriber.

• Submit your IMPACT (Medicaid) upon issuance of Illinois Medical License (refer to instructions HERE)

  • • If you fail to register, pharmacies will not recognize you as a prescriber.

• Check your New Innovations onboarding checklist to ensure all onboarding items are checked off

• Pick up Hospital Badges from your Program Coordinator on Start Date

Notice:  Failure to complete the above steps will prevent an on-time start to your residency or fellowship, prompt issuance of your first paycheck, and full functionality as a resident or fellow, including EMR access, prescribing medications, and entering orders.

GME Orientation for June 24, 2025 Starts

• June 23, 2025 (Virtual)

• 8:00 AM - 4:00 PM Central Time

GME Orientation for July 1, 2025 Starts

• June 30, 2025 (Virtual)

• 8:00 AM - 4:00 PM Central Time

First Paycheck Issued

• July 16, 2025 (pay period MN7: 6/16/2025 – 7/15/2025) - Your first check will be prorated from your start date & mandatory orientation dates.

• Site to see payroll schedule:  https://uofi.box.com/s/ntuog4bfpsuycor8zgnjp5advgsxahft

• ***Residents and Fellows are paid on a monthly basis***

• Pay period at UIC is from the 16th of the month to the 15th of the next month.

Pre-Employment Health Screening (Complete at UIC)

Schedule Health Screening via your program coordinator (Health Screening appointment should be scheduled no earlier than 60 days and no later than 14 days before your start date.

Your pre-employment drug screen will be coordinated by University Health Service during your health screening. Here is a link to the University’s Policy for Fitness for Duty, and here is a link to UIC Alcohol and Other Drugs Policy.

University Health Service is a centralized resource for ensuring that you are able to perform your job duties safely in the workplace. The required actions must be completed prior to arrival at your GME Check-in Session.

Required Actions:

• Your program coordinator must sign you up for an appointment.

• Gather any available immunization documents and have them with you at your appointment.

We will specifically be looking for proof of immunity to:

• Hepatitis B -- Must be vaccination; antibody titer alone is not sufficient.

• Measles – Vaccination or titer

• Mumps– Vaccination or titer

• Rubella– Vaccination or titer

• Varicella– Vaccination or titer

• Covid-19 – Must be vaccination; antibody titer alone is not sufficient.

If you are unable to provide proof of immunity to any of the above, we can provide the necessary services free of charge at your onboarding appointment.

UHS will be performing the following required services:

• TB Test using the QuantiFERON Gold (QFN – IGRA)

• N-95 Mask Fit Testing

If you have any questions, please feel free to contact UHS at any time by dialing 312-996-7420 or emailing uhsclinic@uic.edu

Illinois Medical Board (IDFPR) Online Medical License Application

All residents and fellows must have an active Temporary Illinois medical (125)/dental license (136) prior to beginning training and must maintain an active license throughout training UNLESS otherwise directed by your program director to apply for a Permanent (036) License.  To qualify for a Permanent license, you must have at least 24 months of ACGME-accredited clinical training.

IDFPR application review can take up to 8-10+ weeks to complete.  Be sure to monitor your emails for updates or deficiency notices from IDFPR.

Link for Instructions: 

AOA & LCME Medical Graduates: Temp. Med. License - Instructions for Temp License.pdf

(125) Temporary Physician Initial Licensure Application and Checklist (International Medical Graduates).pdf

• Please contact your GME HR Representative upon completion and await further instructions.

Temporary (125) (MD/DO Postgraduate)

• Your signed and sealed CA-MED form will be emailed to you via Docusign so you can upload it to your application.

• Those who currently train outside of Illinois or incoming PGY1, please apply for your license online.

• Transfers and extension (currently training in Illinois) of license, residents must complete a paper application to transfer training license to UIH.

  • • drop off paper application at UIC/UIH GME Office along with two checks or money orders made out to the IDFPR for $20 (transfer) and $100 (extension).

    • Download and print: Transfer and Extension of Temporary License Application Form.pdf

Permanent (036) License (Full Permanent MD/DO License)

You will need to start this process as early as possible. Allow at least twelve weeks for issuance of the license. We recommend you check the status of your license application three weeks after submission and on a regular basis to check for any deficiencies requiring your attention. Go to the IDFPR website at https://idfpr.illinois.gov/onlineresources.html

• Must have at least 24 months of clinical training to be eligible.

• Please ask your program coordinator (residency program) for your sealed TN-MED form, so you can upload it to your application.

• Illinois Permanent Medical License and Fingerprint Instructions.pdf

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Moonlighting activities require an active Illinois permanent medical license.

J-1 Visa Holders:  DoS Statement of Policy (1999) states that a foreign medical graduate is not authorized to "moonlight" and is without work authorization to do so.

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Questions

If you have any questions about the license application or your current status, please call the Illinois Department of Financial and Professional Regulation, (888) 473-4858 or email at fpr.medicalunit@illinois.gov.

Illinois Medical Board (IDFPR) Online Dental License Application

Dental License:

All dental trainees must hold an active Illinois dental/medical license. Please contact your program coordinator for specific information or questions regarding licensing.

• State of Illinois | Department of Financial & Professional Regulation

Questions

If you have any questions about the license application or your current status, please call the Illinois Department of Financial and Professional Regulation, (888) 473-4858 or email at fpr.medicalunit@illinois.gov.

National Provider Identifier (NPI)

The Centers for Medicare and Medicaid Services (CMS) requires that all care providers have a National Provider Identification (NPI) number. UIH/UIC requires you to obtain an NPI for prescribing in our electronic medical record system, EPIC. Please apply now for your NPI and provide it to GME via your New Innovations Onboarding checklist. This will ensure your smooth transition to practice patient care at UIH/UIC. This NPI is unique to you and will remain the same throughout your career.

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If you do not have a U.S. Social Security number, please proceed to the next “NPI Application No U.S. Social Security Number” section.

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Each provider will receive a unique NPI. It is a 10-digit number that is intelligence free, meaning it does not contain any information about the provider, such as specialty or place of practice. It does not cost anything to obtain an NPI. Since it is a permanent number, changes in practice location, license status and other demographic information about the provider need to be reported to CMS within 30 days of the change. If you already have an NPI number, please update the practice address to UIH/UIC once you move.

The NPI will be used in electronic medical record systems to streamline processes and reporting.

To apply online, go to: NPPES (https://nppes.cms.hhs.gov) and follow the steps to create a new account or amend existing account. Instructions for how to apply for an NPI online can also be found here:  https://nppes.cms.hhs.gov/assets/How_to_apply_for_an_NPI_online.pdf

Link to PDF Instructions for Applying for an NPI Number

Here is a list of information you will need to complete the application:

Select “individual” for provider type.

• Provider Name (you)

• SSN

• Provider Date of Birth

• Country of Birth

• State of Birth (if Country of Birth is U.S.)

• Provider Gender

• Sole Proprietor (please mark NO, this is for people who are self-employed)

• Mailing Address (use our GME mailing address, not your personal home address):

UI Health, Graduate Medical Education Office

820 South Wood Street

Suite 100, MC 675

Chicago, Illinois 60612

312-996-2933

• Primary Practice Address and Phone Number (same as mailing address)

• Taxonomy (use the following link to find the taxonomy code that corresponds to your residency/fellowship program: https://taxonomy.nucc.org/

• State License Information (Not required with student taxonomy information)

• Contact Person Name (you)

• Contact Person Phone (you)

• Contact Person Email (you)

For NPI technical support contact 1-800-465-3203 or email customerservice@npienumerator.com

National Provider Identifier (NPI) Application - No U.S. Social Security Number

CMS has granted an exception for international residents to apply for their NPI before they obtain the required US-issued identification and/or US-issued TIN (e.g., SSN or ITIN). Below are the steps that international residents will need to follow to obtain the NPI.

An international resident without an SSN must provide to CMS with these documents:

• the completed, signed and dated NPI Application/Update Form (CMS-10114);

• a copy of two acceptable proofs of identification (e.g., birth certificate, passport – the identifying page, US issued drivers, or US issued State identification); and a brief letter explaining why the applicant has no SSN. A sample Letter of Explanation is below.

• The letter, completed application form and a copy of two proofs of identification must be mailed to the NPI Enumerator at the mailing address below:

NPI Enumerator

7125 Ambassador Rd. Ste 100

Windsor Mill, MD 21244

I. Completing the NPI Application/Update Form (CMS-10114)

• Please note: Sections 2B and 4B are for organizations and should not be completed by providers applying as individual providers. All other sections are applicable to individual providers and sections marked as required must be completed.

• When the NPI is assigned in the system, a letter will be mailed to you at the business mailing address you provide in the application. Please ensure you provide the mailing address of the UIC GME Office: 820 S Wood Street, (MC 675) Suite 100, Chicago, Illinois 60612.

• Finally, please remember to sign and date your application. The NPI Enumerator will return all applications that are not signed, dated, or properly completed.

II. Two Proofs of Identification (in lieu of the SSN):

US-issued identification is typically required as one of proofs of identification; however, an exception is being made for international residents and fellows. The Letter of Explanation will assist the NPI Enumerator with identifying those providers who have been granted the exception.

If the international resident does not have an SSN or ITIN, then a copy of two proofs of identification must accompany the NPI Application/Update form. Below are the acceptable proofs of identification:

• birth certificate*

• passport biographical data page* (the page with your photo and personal information)

• US driver’s license (if one has been issued)

• US issued State identification card (if one has been issued)

* Please provide an English translation of all documents that are not in the English language.

III. Letter of Explanation

The Letter of Explanation should include a brief description of the residency program and the anticipated start and end dates of the program. The letter must also include an acknowledgement of the fact that the provider understands that the resident/applicant will need to keep the NPI Enumerator informed of any changes to the information provided within 30 days from the effective date of the change.

• Remember to select an entity type.

• Do not staple the application pages together.

• Remember to print legibly or type your application.

• Include an original signature of the health care provider and a telephone number on the application. Do not send a photocopy of the signature or an application with a stamped signature. The name in the signature must match the name of the provider.

• If you do not submit your social security number on a paper application, you must submit a photocopy of two of the following documents with your application: driver's license, State- issued ID, identifying page of your passport, or a birth certificate.

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SAMPLE LETTER OF EXPLANATION (remove this line from your letter before printing)

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INTERNATIONAL PHYSICIAN NAME

INTERNATIONAL PHYSICIAN ADDRESS

CURRENT DATE

NPI Enumerator

7125 Ambassador Rd. Ste 100

Windsor Mill, MD 21244

RE: REQUEST FOR NPI NUMBER FOR PHYSICIAN WITHOUT SSN [NAME OF INTERNATIONAL MEDICAL GRADUATE]

Dear NPI Enumerator:

I am requesting an NPI number and my completed CMS10114 application is attached with all supporting documents. Please note that I do not currently have a US Social Security Number as I have not yet met the immigration requirements needed to obtain one.

[CHOOSE ONE OPTION BELOW AND DELETE THE OTHERS]

• I will not meet those requirements until I am admitted into the United States by US Customs & Border Protection, and I intend to arrive in the USA on [date of arrival].

• I have applied for an SSN and am still awaiting a response from the Social Security Administration on my application.

• I am in the USA but cannot apply for an SSN until I obtain employment authorization from USCIS. I expect to have employment authorization by July 1st but must have an NPI number by that date in order to properly begin my residency program.

I will be a Resident with the University of Illinois at Chicago, [NAME OF RESIDENCY/FELLOWSHIP PROGRAM]. The program will begin on July 1, [YEAR] and end on June 30, [YEAR]. A brief description of the residency program is below:

[ADD BRIEF DESCRIPTION OF RESIDENCY/FELLOWSHIP PROGRAM HERE]

As a provider, I fully understand that I will need to keep the NPI Enumerator informed of any changes to the information provided on the NPI Application within 30 days of the date the changes take effect. I also understand that I must provide the NPI Enumerator with my SSN within 30 days of the date it is received.

Thank you for your favorable review of my NPI application and supporting documents. Please feel free to contact me should you have additional questions or concerns.

Sincerely yours,

[NAME OF INTERNATIONAL PHYSICIAN]

UIC Duo Security

Two Factor Authentication (2FA) will be required to protect remote access to Hospital Employee Portal applications. This will affect every user who accesses the Hospital Employee Portal applications remotely, UIC Off-Campus.

What Should You Do?

If you have not set up 2FA, you will need to do so to be able to remotely access the Hospital Employee Portal & applications. To set up 2FA, log in to the NetID Center and select “Set up 2FA”. You will be able to verify your login through the Duo 2FA smartphone app, a code sent via text message, or a phone call.

Why Use 2FA?

2FA provides significantly better protection for your account, Hospital systems, and patients’ data than a password alone.

Questions?

For more information on 2FA, visit the NetID Center. If you have questions about 2FA, please contact the Hospital Service Desk at ishelp@uic.edu or 312-413-7717.

Creating UIC Box Account

1. Before you start, please be sure that you have an active UI Health account with Two Factor Authentication

2. Visit https://uofi.account.box.com/login

UIC Foreign National Tax Review (Substantial Presence) – Mandatory for Visa Holders

The Foreign National Service Center (FNSC), in University Payroll & Benefits (UPB), provides a tax status review service for foreign national employees. This service provides a more efficient means of processing tax forms and potential tax treaty benefits. 

Without a tax status review:

• No tax treaty benefits can be determined or applied.

• A foreign national employee’s federal & state taxes may be withheld at the highest rate until after the review of their tax status is completed.

Complete by June 13, 2025 

Hyperlink to Registration and Documentation Submission for a Review of Your Tax Status:  https://www.busfin.uillinois.edu/cms/One.aspx?portalId=1993898&pageId=2116959

GME Check-in – Visa Holders

Visa Holders must check in with their sponsoring academic institution (GME Office) and to complete their validation process and maintain legal status in the United States.  

Once you have finalized/confirmed your travel plans to Chicago, please contact your GME HR Representative to schedule your validation appointment.  You will be required to present your immigration documents. These must be originals and we cannot accept copies of your documents. ***

1. Visa

2. Passport

3. I-94

4. I-797

5. DS-2019

6. Employment Authorization Document (EAD)

7. Any other document(s) provided by the United States Citizen and Immigration Services (USCIS), US Embassy, Department of Homeland Security, etc.